Every shop has a back office, even if it's the owner at the kitchen table after dinner. The books. Payroll. A new hire's paperwork. The vendor statement that doesn't match what was delivered. The inspection that's due next month and nobody wrote down.
None of it fixes a car. All of it has to be right. Most of it is the same steps every time, which makes it good work to hand to a script or an assistant.
What we can work on
The books. Sales in the shop management system and deposits in QuickBooks should tell the same story. A script can compare them every day and point to the day and the repair order where they don't. Month-end goes faster when the differences were caught as they happened.
People paperwork. A job posting written from what the owner actually wants. Replies to applicants so nobody is left waiting. An offer letter draft. A first-week plan. A checklist so a new hire's paperwork is complete on day one. Time off on one calendar. Training records and certifications with a reminder before they expire.
Vendors and parts accounts. Statements checked against what was received. Returns and cores tracked until the credit shows up. Warranty paperwork on a failed part followed through instead of forgotten.
Building and equipment. Lift inspections, equipment service, calibration records, and the subscriptions the shop renews every year. One list, with dates, and a reminder ahead of each one.
Records that can't lapse. Licenses, insurance certificates, waste disposal records, safety training, and the qualification records for technicians who work on high-voltage systems. Filed where they can be found, with renewals on the calendar.
Where the line is
AI drafts, files and reminds. It doesn't decide who gets hired, who gets a raise, or who gets let go, and it doesn't score people. Those are the owner's decisions and the owner's conversations.
Employment and tax rules are different in every state. What we build keeps your records in order. It doesn't replace your accountant, your payroll provider or your attorney.
How it works
- List what repeats. Daily, weekly, monthly, yearly. Most back office work is on a schedule whether anyone wrote the schedule down or not.
- Scripts for the same-every-time parts. Comparing two reports. Checking a date. Sending a reminder.
- An assistant for the reading and writing. Drafting a letter, summing up a statement, pulling the right form.
- A person signs off. Nothing is filed, sent or paid without someone looking at it first.
- Start with what you have. We check how your existing systems can connect. You can keep and change the tools we make for your shop.
What this looks like in my own shop
- The books and the shop management system are compared by a script. I read where they disagree.
- A hiring checklist, so opening a position doesn't start from zero.
The rest of this page is work I've mapped and would build with you. I'll tell you which parts are proven and which we'd be figuring out together.
Who this is for
- Owners doing the office work at night.
- Office managers and bookkeepers who keep three calendars and a stack of folders.
- Shops that have had a license, a certificate or an inspection sneak up on them.
Back to the owner, the front of house or the back of house.